This guide explains how to log expenses against Reactive and PPM tasks in FaultFixers, and how to track and analyse them through the Finance section.
Logging expenses directly within tasks ensures accurate cost tracking, better budget control, and clearer financial reporting for your organisation.
📍 Where to Log an Expense
Expenses can be logged directly within:
Reactive tasks
PPM (Planned Preventative Maintenance) tasks
Each job has its own Expenses tab where you can both:
➕ Raise a new expense
👀 View existing expenses linked to that job
🛠 How to Log an Expense
1️⃣ Open the Relevant Task
Navigate to either a Reactive or PPM task.
Open the specific job you want to log the expense against.
2️⃣ Select the Expenses Tab
Inside the task, click on the Expenses tab.
You will see any existing expenses already logged for this job.
3️⃣ Add a New Expense
Click the option to Add Expense (or similar action button).
Complete the required fields.
You will need to enter:
Expense Details – Description of what the cost relates to
Cost – Unit cost of the item/service
Quantity – Number of units
CapEx or OpEx – Capital or Operational expenditure classification
Expense Type –
Maintenance
Compliance
Status –
Submitted
Approved
Paid
Expensed By – The person logging or responsible for the expense
Once completed, save the expense.
🔄 Understanding Expense Statuses
Status | Meaning |
Submitted | Expense has been logged and is awaiting approval |
Approved | Expense has been reviewed and authorised |
Paid | Payment has been completed |
💡 Best Practice: Update the status promptly to ensure finance reporting remains accurate.
📊 Viewing All Expenses (Finance Section)
All logged expenses are automatically stored in the Finance section of the left-hand menu.
To View All Expenses:
1️⃣ Go to the left-hand menu
2️⃣ Click Finance
3️⃣ Open the Expenses table view
Here, you’ll see a complete list of all expenses logged across jobs.
🔎 Filtering & Analysing Expenses
The Finance table view allows filtering to help you:
📈 Spot spending patterns
💰 Prevent budget overspending
🏢 Analyse expenditure by building or asset
📊 Judge ROI based on asset remaining useful life
This centralised visibility ensures better financial control and informed decision-making.
💡 Pro Tip: Regularly review expense data by asset type to identify recurring high-cost items that may indicate replacement is more cost-effective than continued repair.
🎯 Why Log Expenses Through FaultFixers?
Logging expenses within FaultFixers provides:
✔ Accurate job-level cost tracking
✔ Real-time financial visibility
✔ Improved budget control
✔ Centralised reporting
✔ Better asset lifecycle decision-making
By linking expenses directly to jobs, you maintain a complete audit trail of maintenance and compliance spending.